Suspended Operations: What To Do In Workday
The President or the President’s designee(s) may declare a temporary suspension of any or all University operations due to an emergency situation that adversely affects University operations, public health, or the well-being and safety of employees and students. See Executive Order 27 for additional details.
Employees identified by their unit as performing an essential service are required to report to work during any period of declared suspended operation. Employees in designated non-essential positions do not report to work when operations are suspended.
Suspended Operations Policy and FAQs
Visit UWHR’s Suspended Operations page for an overview of UW’s Suspended Operations policy, as well as answers to FAQs such as:
- Who needs to enter suspended operations time off and makeup time?
- Can you use sick time during suspended operations?
- Who is eligible to telework or work remotely when operations are suspended?
- Can you use overtime for suspended operations makeup time?
What To Do in Workday
The process for tracking suspended operations and makeup time is substantively different in Workday than it was in OPUS. During Suspended Operations, non-essential workers may be approved to:
- Work remotely, and enter time in Workday as usual
- Take a day of paid or unpaid time off and thus request time off in Workday as usual
- Choose to make up the lost hours at a later date, but within 90 days* of the Suspended Operations. See “Entering Make-Up Time” below for more information.
Regardless of which option a worker chooses, they will receive their salary.
Any unpaid time off must be entered on the actual day(s) of Suspended Operations to ensure correct salary rate.
*Most employees have 90 days from the last day of Suspended Operations to make up any lost work hours. However, per their contract, SEIU 925 employees have 60 days.
Entering Make-Up Time
The Suspended Operations – Enter Make-Up Time User Guide provides step-by-step instructions for non-exempt (overtime-eligible) campus employees in non-essential positions who will need to enter “Suspended Operations Time Off” and subsequent “Suspended Operations Makeup Time.”
Information for Workday Administrators
Administrators can use the following resources to prepare their units for suspended operations, as well as identify and track which employees can or need to make up time due to suspended operations.
Designating a Position as “Essential”
Note that, if an employee’s position is considered Essential in certain circumstances, the position should NOT be designated as an Essential Position in Workday as the process for tracking Suspended Operations Make-Up time has been configured for workers in non-essential positions only.
For more information on essential position designation, visit the Prepare your department section of UWHR’s Suspended Operations page.
Identifying “Essential” Employees
Run the R0598 Essential Position Audit report in Workday to easily identify employees in your Sup Org(s) who are deemed “Essential” and therefore must report to work during Suspended Operations.
Use the filter functionality to sort the following columns:
- The “Overtime Eligible?” column should be Yes.
- The “Essential Position” column should be No.
While reviewing this report, you may find that the some employees are incorrectly designated as Essential or Non-Essential, or are missing their designation altogether. To update an employee’s Essential Position designation in Workday, follow the steps found in the Edit Position Restrictions – Staff Campus and Edit Position Restrictions – Medical Centers User Guides. You may need to follow up with your HCM Service Partner to complete the update.
Identifying and Tracking Employees Who Can Make Up Time Due to Suspended Operations
Units can use the R0241 Suspended Operations Time Tracking Audit to identify which of their employees are eligible to make up time due to suspended operations, as well as see how those employees accounted for their time for each date of suspended operations. This report includes the email address for managers to make follow-up easier.
- Reminder: This report only tracks Time Off taken. However, non-essential, exempt contract classified employees may have chosen to telework during Suspended Operations, and therefore won’t enter time off or makeup time. Use the filter functionality to quickly identify any non-essential, exempt employees (the “Is Overtime Eligible?” column would be “No”).
- Caution: If an employee is not accurately designated as Non-Essential in Workday, they may not appear on this report. You can run the R0598 Essential Position Audit to confirm your employees’ designations.
Tracking Suspended Operations Time Off Entries
Units can use the R0044 View Time Off Balances by Organization report to track employees who have entered Suspended Operations Time Off in Workday, and monitor their progress on making up those hours. When running the report, in the Time Off Plan prompt, select the “008 Suspended Operations Time Off Plan (hours)” option. The number of hours the employee still needs to makeup will appear as a negative number in the Time Off Balance column.
When following up with employees who need to enter Suspended Operations Time Off and Suspended Operations Makeup Time in Workday, please direct them to the Suspended Operations – Enter Make-Up Time User Guide for how-to instructions.
Repayment for Suspended Operations Make Up Time
If the employee has not made up their suspended operations hours before the deadline (90 days from the last day of Suspended Operations for most employees’ 60 days for SEIU 925 employees), because they were already paid for those hours, this represents an overpayment. As a result, employees (unless a collective bargaining agreement states otherwise), must submit a Suspended Operations Overpayment Form to the ISC indicating which Time Off type(s) they wish to use to repay the hours.
For more information, including a link to the required form, visit the Repayment for Suspended Operations Make Up Time section of the Overpayments page.